Overview

Process automation helps you reduce the amount of administrative effort in managing learners and helps you ensure compliance.

The change of learner name process automation automates the tasks associated with the change of a learner's name to eliminate the possibility of errors in re-keying and reduces the associated administrative effort in updating the relevant areas of the system. The automation also includes an approval process that involves an administrator reviewing the learner request. This ensures that you have complete control over changes made to your learners' data.

This process automation makes the following changes:

• Updates the learner name throughout the platform.
• Updates the relevant compliance documents.
• Updates the associated ILR fields: GivenNames and FamilyName
• Creates a task to remind the employer, learner and provider that new documents need signing.
• Creates a task to remind administrators that an awarding organisation may need to be made aware of the change.
• Captures supporting documents from the learner and allows the administrator to view them before making a decision.
• Regenerates the following compliance documents: Apprenticeship agreement, Commitment statement, Written agreement and Training plan.

Please note that this process automation is limited to delivery programmes only, as this is where funding rules require changes to be monitored.

Configuration

The change of learner name process automation can be turned on or off at the tenant level. This provides administrators with complete control over this feature.

By default, this configuration is set to OFF. Administrators with the Manage Tenant Settings permission can navigate to Settings>General to configure their process automation tracker settings. For more information, see: Configure Process Automation settings for your tenant.

Workflow

The following steps describe the workflow for the change of learner name process automation.

1. The learner initiatives a change of name request.
2. A tracker is created as a result of the change of name request. The tracker contains the details submitted by the learner and enables an administrator to view the request.
3. The administrator views the tracker. The administrator can use the Tracker tile and search for the change of name type. To edit the tracker, the administrator must click Edit.
   
4. At this stage, the status of the tracker is new. The administrator reviews the request and verifies the evidence where applicable. The administrator updates the status of the tracker, and sets it to approved or rejected, and clicks Save.
5. The learner is notified about the approval/rejection of the request. At this stage, the status of the tracker is set to closed.
6. If the administrator rejects the change of name request, the learner and tutor will be notified of the rejection and the reason for rejection.
7. If the administrator approves the request, the process automation makes the following changes:
   • Updates the name throughout the platform.
   • Updates the relevant compliance documents.
   • Updates the associated ILR fields: GivenNames and FamilyName
   • Creates a task to remind the employer, learner and provider that new documents need signing.
   • Creates a task to remind administrators that an awarding organisation may need to be made aware of the change.
   • Captures supporting documents from the learner and allows the administrator to view them before making a decision.
   • Regenerates the following compliance documents: Apprenticeship agreement, Commitment statement, Written agreement and Training plan.